POWER User Guide

:

POWER User Guide Sales Order Processing

POWER User GuideSales Order Processing in Hub Company 100Information

Agenda : User manual for Sales order processing

Writer: MMA

Reference : POWER User Guide SOP - Sales Order in Hub Company 100

Versionnumber : 1.00Date: 10/05/2010

Related documents:

Comments:

Diffusion

CompanyNameDiamond role

Oberthur

VersionDateDescriptionValidationStatus

1.0010/05/10Initial versionMMA

2.0001/06/11Version AX2009MMA

3.0006/09/11Update CS1

Index3I - PREREQUISIT

3II - HOW TO RAISE A SALES ORDER IN HUB COMPANY 100

32.1 Check the Company number (nr)

32.2Select the Account Receivable Menu

32.3Select the Sales order Sub menu

32.4Raise a new sales order in the Hub Company 100

32.5 Add order lines

32.5.1Serial nr management

32.6Add the selling price to be shown on the Commercial Invoice

32.7Add notes in the SO line dedicated to the Manufacturing Site

32.8 Print the order acknowledgment

32.9Create the PO to the Manufacturing Site

3IV SPECIAL REQUIREMENTS

34.1 AX automatic alerts by mail

34.2 How to add a customer part nr

34.3 Additional comment

34.3.2 How to add a comment in a sales order

34.4 How to handle Sales Orders on specific items

34.6How to close a Sales Order

3V MISCELLANEOUS SEARCHES

35.1How to find a WO (work orders)

35.2How to view an invoice from the Sales Order

3VI CREDIT NOTES

3VII INQUIRIES

37.1How to check inventory level

37.2Miscellaneous inquiries

37.2.1Prices

37.2.2Intercompany Orders

37.2.3Order Status - Open sales order lines

37.2.4Backorder Lines

37.3History Voided Sales Orders

3VIII - REPORTS

38.1Base Data

38.2Transactions Sales Order

38.3Transactions Order Lines

38.4Transactions Order Lines not invoiced

38.5Status

3IX ERROR MESSAGE

39.1Tax group

I - PREREQUISIT

=> User created in AX and registered with customer service profile.

A customer order is needed.For all your registration questions, please contact GEDEON at GS.Oberthurcs.com or send mail to the following group Support Group Gedeon.

Forms are available on Ozone at the following link

http://ozone.oberthur.com/power/home/Sales%20Order%20%20Purchasing%20Forms/Forms/AllItems.aspx

=> The customer card must be already created. (check in account receivable / Forms / Customer details).=> The customer product created too. (check in inventory management / Forms / Items details).=> If the Customer Product exists, and belongs to a category which should be managed through Product Builder, check if the configuration exists (Item management / Forms / Item details From the CP, Inquiry / PB configuration).Important : Sales Orders must be created in Company 100 and no more in Company 002 for Customer products purchased in a Manufacturing Site Live in AX.If neither the Local Company nor the Manufacturing Site is Live, the step 1 process should apply, where sales orders are raised in Company 002 on a Generic product.

What you have to know : Youll currently meet the following words :AX : Full name is Microsoft Dynamics AX. Its the ERP of Microsoft.ERP : Enterprise Ressource Planning, tool who allow the management of all the processus of the Company (Sales, Purchasing, Manufacturing, Finance)Power : Is the name of the AX deployment projectSO : Means Sales Order

PO : Means Purchase Order (to a Supplier)BOM : Means Bill of Materials. This is the list of components or raw material used to manufacture the cards.

MRP : Materials requirements Planning. This is the program used to provide the purchasing plan to the Planning Department (based on your SO, Forecast, stock on hand.).

II - HOW TO RAISE A SALES ORDER IN HUB COMPANY 1002.1 Check the Company number (nr)The Companies currently used in AX are the following: 002 for Global used for Forecast004 for Tewksbury normal orders (External customers)

003 for Tewksbury Intercompany orders005 for Sittard

006 for Vitr Manufacturing

007 for Dijon CS

033 for Bucarest CS

037 for Barcelona MS

039 for Mardrid CS PS

090 for Nanterre CS

091 for Levallois HQ

008 for Shenzhen

100 for Hub

As the Legal Entity youre working for do not have any AX Company for the moment, youll be required to raise your Intercompany SO into the Hub Company 100.First check the Company nr as shown below:

In the above example, the system shows Company 001, which is not the correct one to record your sales orders. Company 001 Repository is only used to store Master data (customer card, vendor card, items).

To change the Company, please make sure that you dont have several window open (your screen doesnt display any data), double click on the Company nr on the right side of the screen.

The following window is displayed :

Search for Hub Company 100

Select the appropriate Company and press 2.2 Select the Account Receivable MenuClick on Then on in Common Forms.Pls see below picture.

2.3 Select the Sales order details Sub menu stored in Common FormsThe screen has two views Advanced & Simple. The advanced screen will show the header of all orders, the simple screen will show the header of the selected order. It is your choice with which screen youd like to work, but all the options arent available in the simple view.

To swop from simple to advanced press the button at the top right of the screen.

Simple view:

Below the simple view screen, to move to Advanced Click on Advanced

Advanced view:

Below the screen displayed with the advanced view functions. More boxes are available and you can view the sales order list.

2.4 Raise a new sales order in the Hub Company 100The SO screen displayed is shared in 2 parts : first one called Sales Order Header and second part called Sales Order lines (please see above screen shot).2.4.1 From the Sales Order header To raise a new sales order, click on or File + new or Control + N

The system will display the list of existing customers in the Hub company. Please see screen below as an example

Important : End customers are not needed into the Hub Company. Hub is only managing interco Sales Orders.. As a consequence, no end customers must be propagated in the Hub 100.

To search for your customer account nr, click right in the field called NAME and select the filter by field function :

A window is open where you can type the main name of the customers with a star before and after. The system will search every accounts containing Oberthur :

Using the search name, youll be able to identify the appropriate customer.Notes : If your OT Company is not visible in the file, please request the creation to the Hub Manager Rachel Norris, using the new customer request form

If you need an additional delivery address, you can add it according to the current rules. If after selecting your customer account, youve got the following message :

Please raise a request to your Master Data Administrator in order to reactivate the customer card account.Once you have found the account you will have to press return to bring it into the sales order screen.

It will give you a prompt where you can check that you have picked up the correct account. If everything is correct press YES.

If not, just press NO and reselect another customer account or request updates to your Master Data Administrator if the address has changed for example.Once youve selected the appropriate customer account, all the relevant details will be visible in the order header. All these details are displayed from the customer card by default but some can be overridde if necessary.

Nevertheless, if you think wrong details have been entered or if changes occur in the meantime (customer address, contact name, currency), please raise a change request to your Master Data Administrator. This will contribute to keep the customer master file accurate and will prevent any error.

If the invoicing Customer is different from the Customer Account, you must set up the Customer nr in the Invoice Account field. Normally you shouldnt meet this case in the Hub Company 100.In the requested ship date, please enter the customer requested date (from the customer PO or from the SLA). The requested receipt date will be automatically copied from the requested date if you tick on the delivery date control. (Requested receipt date can be manually updated but is not used).

The requested ship date can be also updated in the sales order lines and can be different from on line to another :

In the above customer requisition field from the box, please enter your customer sales order reference and in the second field Reference you can add another internal reference not printed on any document. In the Hub, the rule is to setup the AX End customer (Forecasted customer).Important : The customer requisition reference will be printed on the invoice youll receive from the Hub Company 100.

Two more options can be detailed on the left side of the screen:

To see the detail, click on the

Delivery address tab :

If the delivery address is different from the invoiced one, it can be updated at this step.

If another address is needed, it can be selected from the option at the right side from the screen.

The system will display the available delivery addresses for your customer but also all the Customer Card available for your Company. In the Hub Company 100 no end customer addresses are available except if Amlie Leclerc setup some addresses to avoid manual entry.Important : If you enter manually a delivery address, please respect the AX format and do not forget to specify the country code.In the first part of the screen displayed, you can select any invoicing customer account created in the company 001 and propagated to your Company where you need to deliver items. Just select the appropriate one and then use copy address to order box. Tick OK.

If you like to select a delivery address from the delivery addresses list attached to your customer, the system will display all the available one for your Company.Click on the requested one and click on to copy it to the customer order header.

Then tick OK.Note : If you need a new delivery address to be added for a Customer Card OT INTERCO, you can add it. Youll then be able to pick it up when required in the Sales Order.

Administration tab :

Open the administration tab and fill in fields as details below :

The field is currently used to specify the name of the person who raised the order and who will be the main customer service contact for the customer. This field is automatically populated. If its not the case, please raise a request to Gedeon.Then press to create the order. will not create any order and will cancel your entry.The system will allocate an order nr and display your order at the bottom of the screen

Please go over each Tab and double check or add information (pls find details below tab by tab)A In the tab, the following details are stored :Sales order

=> Your order nr automatically provided by the system

Customer account => Your Interco Oberthur customer nrInvoice account

=> Automatically populated (setup in the customer card)Order type

=> Sales order by default, correct for Hub Company 100Status

=> Open order, cancelled, delivered, invoicedetc

Currency

=> Must be the currency from the end customer (forecast)Customer requisition=> PO reference to be printed on Hub documents

Project

=> Not used

Blanket order

=> Not used

Intradiv

=> Not used

B - Then click on if needed, if not just pass it .

All the details displayed are coming from the customer card. If something is incorrect, the customer card must be corrected.

In this screen, you can mainly add your customer contact name. If the contact name is set-up in the Customer Card, itll be automatically populated. (for receipt of invoice).You can check the SO creation date in that screen.C - Then click on

Recipient=> Your AX user name must appear. This is a very important information to contact the right person, in case of additional questions. This field is automatically printed on the Hub invoice.

Pool

=> Not used

Language=> The Hub document will be printed in the language according to the language setup in this field

Sales unit

=> Not used

Sales responsible

=> Automatically populated with the recipient name

Sales origin

=> Not used

Warehouse=> Not used at this stage. Warehouse is derived from the item

Posting profile

=> Not used

Settlement type

=> Default value do not change

Nr sequence group=> Not used

Sales tax group

=> Do not change Managed by the Hub Manager

Tax exempt nr

=> Do not change derived by the customer card

Price ind sales tax=> Not used

Enterprise number=> Not used

Reservation

=> Setup by default, do not change

Sales group

=> Derived from the customer card, do not change

Invoice

=> Setup by default, do not changeItem tagging

=> Not used

Pallet tagging

=> Not used

Exclude from 394 => Not used

statement

D - The address shown will be the delivery one. It can be updated here if needed. You can pick up a new address using the function Set-up / Delivery address or manually override it.Important : To respect the AX format because otherwise the address shown on the documents print can override other fields.

Country code must be entered in the country/region field.

Make sure the country is populated and also that the address is complete in the grey box. If nothing appear in the grey box pls contact Gedeon.

Note : If the Customer PO contains several delivery address , the addresses are set up at the SO lines. The document (invoice, order acknowledgmentetc) will be printed for each delivery address separately, this means several documents.E - is used to enter the Mode of delivery, Delivery terms and Delivery location linked to the incoterm Just select the appropriate value from the list. The requested ship date is already entered in the Overview tab but can be updated from here too. Important : If the requested ship date needs to be updated once the PO to the manufacturing site has been raised, first you need to inform the Planning Department from the Manufacturing Site.

The initial requested ship date is stored in the SO line.

Country of origin and country of destination must also be added.

Pls see below in red the important information to fill :

F - is currently not used at this step, as most of these details are displayed from the customer card (currency, payment term, method of payment). The Discount part is not used, if a discount is allowed, its set-up in the Customer Card and approved by Finance.

Important : Payment term and payment method cannot be changed in the Hub Company 100. These details are derived from the Intercompany account nr and managed by the Hub Manager.Currency : Must reflect the End Customer currency. Example : If the forecasted customer is in $ the currency code in the Hub must be setup to Dollars.Hedging : In the Hub Company 100 the Hedging is managed by the Hub Manager.G - Not used at this step, but will display the document reference nr and date like order acknowledgment date, invoice date. Useful only to check which document has been already posted and the posting date.

For a new order, nothing is shown because no posting has been done. Otherwise, if you inquire an existing order, it will show document nr and date for each of this operation : Order acknowledgement, Picking list, packing slip, invoice.

H -

Foreign TradeManaged by the Hub ManagerTransaction code : Is automatically populated except for free of charge goods where it should be manually updated with the value 30.Statistics procedure : Must be setup for OTSA France only according to the below list

Values to be used for OTSA France

Transport : To be filled as explained below. You need to indicate here how the goods are shipped to your customer : by air, by truck..

Intercompany Direct deliveryFor Sales Orders dedicated to a Manufacturing Site Live in AX, pls use Function / create direct delivery (check box direct delivery must be ticked), when the supplier is not in AX, youll not create any SO in the Hub Company 100 but in Company 002 according to your current process.Manufacturing Sites Live in AX are

Tewkesbury Company 003

Vitr- Company 006

Shenzhen Company 008

Barcelona Company 037

Subco Company 099

Manufacturing site : is never populated in the Hub Company 100Additional Comments

Comments to be printed on the documents can be setup in that field (5 lines maximum). Its also possible to enter these details using the button setup Additionnal comments.

Then each time you are entering a sales order you can select it and past it in that field.

I - In this tab, you can have a view to the PO and Intercompany SO created in the Manufacturing Companies automatically by the Direct Delivery flow, not used when you are entering a new order until you create your PO.

Important : Please wait for the MSC confirmation of the Manufacturing Plant before creating your PO, especially for Mobile as there is a lot of changes. This will save time in PO cancellation and new entry.

Customer requisition : PO reference from the customer to be printed on the documents. Displayed when it has been setup at the creation of the SO header.

Customer reference : This reference is not printed on the invoice. In the Hub the end customer (forecasted customer) reference is specified.

J - Nothing to add manually in this screen, but check that Department, Site, Management is populated, if not please advise the Hub Manager.

Exception for ID : The project reference must be specified (provided by ID Division Financial Controlling Dept.).

K - This tab is not used.2.5 Add order linesYou now need to fill in the items according to the customer PO received. Important : Only customer products can be used in Hub Sales Orders. No other items can go through Hub : no Generic, no test card (keep your current process). If youve any doubt, pls contact the Hub Manager or MSC before.As soon as the order header is completed, click in the below part of the order and press Control+N to create a line :

You will obtain the following screen :

At this step, please enter your Customer Product number in the appropriate column. If you do not know the Customer Product nr or if you want to double check it, click right in the item number field and click on Go to main table.

Youll have access to the item master file where you can search or check any item details :

Filter on the Product Category to display the Customer Product only.

Other option is to click in the arrow right in the field , the system will show the item list :

If the Customer Product is not created, please refer to the new Customer Product procedure to create an new one.Once you have found the appropriate Customer Product, press return to bring it into the sales line screen or type it directly in the field.

Update the Serial number, change the quantity, Unit is automatically displayed from the item card, enter manually the transfer price (read below).2.5.1 Serial nr management

The serial nr is used to manage the proof version (proof presentation to the customer). It must be specified in the SO line.

If youre using Product builder, the serial nr is automatically added when the product builder configuration is selected in the SO line, product builder tab.

If youre not using Product builder, you need to follow the below process :Note : If the field serial number is not visible, do the following steps :

Tick on inventory/dimension display (from the SO line) to show the field serial nr and warehouse

Save setup to make it just once.

Setup a new serial nr

There are 2 different ways to setup a new serial nr.

1/ Inventory management / items / inquiries / serial nr

2/ From your SO line, within the field serial nr which is now visible, right tick, Go to the main table :

Then enter the new serial nr :

Create a new line

Add the new serial nr, B in the below example :

Setup a description (tick on description tab)

Select a serial nr in the SO line

From the field serial nr, tick on the arrow, a window will show you the existing serial nr :

The description you previously entered will help you to select the right one

Note : How to enter unit price with more than 2 decimalsIf the price got more than 2 decimals, youll have to set up 1000 in the price unit field from the box.

Then enter your unit price, example as follow for a unit price 2,958, enter 2958,00 :

Important : The unit price entered in the Hub must be the transfer price calculated : end customer unit price * discount factor communicated by the Hub Company for your country. Exemple :

End customer unit price = 2 USD

Discount factor is

= 7,5%

Unit price enter in Hub

= (2 * 7,5/100) -2 = 1,85 USDThe Hub invoice will be based on this price.B - You can add text per item line in the field external which will be then printed on the official document :

in the Text field if you need to specify more details, example batch nr, change request referenceetc. Example :

Itll be printed on the documents below the description but Ill not be copied in the Manufacturing Site.If you need to add information to be printed and also known by the Manufacturing Site, you need to use the external note. Pls see the guide on Ozone.

https://ozone.oberthur.com/power/home/Documentation%20POWER/How%20to%20manage%20document%20handling.doc

C - If the CP has been created through Product Builder, the link to the PB configuration is done in this screen.

The proof reference and serial nr will be automatically populated from the PBC selected.

In the table, we can see what was the last PBC, we can check what was the PBC Active, Last approve. In which last SO it was used.

D - The details displayed in this screen are coming from customer card or from the order header. No update is needed in this screen.

Item sales tax group : Automatically populated from the Item propagation..Sales tax group : Automatically populated from the customer card and revised by the Hub Manager. E - In this screen, you can double check shipping address which can be changed by line. The delivery address is managed at order header level.if the same delivery address is applicable for all the SO. If you need to ship at several different delivery addresses, you need to update the delivery address line by line using Set-up / Alt address.

In that case, the system will issue several invoices (one per address).

F -

Important :

overdelivery and underdelivery. these 2 fields are set-up to 0 by default, this means that the quantities delivered must be equal to the quantities ordered.

If the customer accept to receive more or less quantities, over and under deliveries are set up in percentage. If no under delivery percentage is set up, itll not be possible to close the SO if the quantity shipped is below or over the quantity ordered.

Over and under delivery can also be set-up in the Customer Product or in Product Builder (reference tab) when the CP is managed through Product Builder).

The requested ship date can also be updated in the SO line, if for some items a different delivery date is required, This date must reflect a realistic shipment date. Take care to advise the Manufacturing Plant Planning Department if the Confirmed ship date is already confirmed (see below).

The Planning Department will update the confirmed ship date as soon as the shipment date is known. If for any reason, the Manufacturing Plant Planning Department is updating the confirmed ship date, the best confirmed ship date is stored in AX and use for the OTD (On Time Delivery) calculation. You find in AX what was your best commitment.

If youve updated the requested ship date, due to a new customer requirements as an example, your first requested ship date is stored in AX.

Pls see both fields in the blue box below.

In this example the first requested ship date is 22/10/10, the confirmed ship date is 22/10/2010, both are stored.

The first requested ship date will not change but the best confirmed ship date will be updated if the Plant change it for a better delivery date : example 21/10/10.The Planning Department will update the confirmed ship date as soon as the shipping date is known. If for any reason, the Manufacturing Plant Planning Department is updating the confirmed ship date, the best confirmed ship date is kept in AX. You can know from AX what your best commitment was.

If youve updated the requested ship date, due to a new customer requirement as an example, your first requested ship date is stored in AX.

Pls see both fields in the blue box below

G - At the order line entry, nothing needs to be entered here. Itll be used if you need to do partial shipment.

Shipments are managed by the Manufacturing Site (Customer Service and Despatch team). In the Hub Company 100, youll never been required to manage shipments.H - This screen is used to manage price unit.

Used only to specify 1000 in the price unit for unit price with more than 2 decimals.

I

Nothing to be updated in that screen

J - CSR needs to populate the Business Type.

In this tab, you can review the status of your sales order, which has been setup by the manufacturing Plant.

Non compliant order (status 2) means that something more is expected by the Plant : CSR SO to be corrected, PB configuration to be completed, Notes missing.etc.:

K - Nothing to be added here

Go back to line, create all your product lines and repeat each step.

L - This tab is not used.

Once your order is finished, then you can print the order acknowledgement.2.6 Add the selling price to be shown on the Commercial Invoice

The invoice sent with the goods must show the selling price to the customer, never the transfer price one.

To store this end customer selling price and to forward this detail to the Manufacturing Price, pls follow the below process :

From your Sales Order Header, select in the Toolbar the icon for document handling

A new window is open :

Tick on the icon for New Set up a name for the note and check that in the column restriction you have the setup by default INTERNAL (otherwise its printed on document).

Then tick on the second part of the screen to setup the price to be propagated to the Manufacturing Plant :

Date for addition or modification

Initial

Customer product reference and unit selling price

2.7 Add notes in the SO line dedicated to the Manufacturing SitePls see the document dedicated to notes (external and internal) stored in Ozone

https://ozone.oberthur.com/power/home/Documentation%20POWER/How%20to%20manage%20document%20handling.doc

..

2.8 Print the order acknowledgmentClick on the right on the screen and then select order acknoledgement

Make sure that Quantity field is set up with ALL and that the Posting and Print confirmation is ticked.If its your first order acknowledgement print, Select Printer setup

In the window, select the printer called Microsoft XPS Document Writer otherwise you print the AX standard document which is not the appropriate one.

This printer set-up must be done only one time per document type.Then tick on OK to confirm.The document is displayed on the screen and can then be printed or EMail to the customer but you first need to save the document on your desktop.

Benefit : This document allow the checking of what as been entered in the SO, itll reflect what the Manufacturing Site received and also what the Hub will invoice. You can update your SO if you find something wrong.Note: How to view the documenthistory ?

A copy of each confirmation which has been printed can be review in Inquiries Journal show and show originals

Select the record youre interested to view in the list displayed, then press then chose the relevant option.

2.9 Create the PO to the Manufacturing SiteImportant: Please make sure your received the confirmation from MSC (Manufacturing Supply Chain).

After printing the order acknowledgement, stay on your sales order at the sales order header level and press then

Add the vendor nr in the vendor nr field Tick Include all Box to include all order lines and validate OK at the bottom of the screen.

If you just need to select one order line tick the include box at the end of the related line.

The Purchase Order in the Local Company and the Intercompany SO in the Manufacturing Company are automatically created.

To check your PO reference nr, select the box at the order header level, the screen will show you the purchase order nr sent to the Manufacturing Site :

You can also use the Intercompany Button

To move from one transaction to another.

The system automatically creates in AX :

In HUBIn Manufacturing Site

Intercompany SOIntercompany SO

Intercompany PO to Hub

Note: No price is needed in the Local Purchase Order. Itll be automatically calculated by with the Cost Plus when the Manufacturing Site will invoice the Hub.IV SPECIAL REQUIREMENTS

4.1 AX automatic alerts by mail Its possible to receive automatically an AX alert directly in your mail box, when : the Planning Department confirm or change a shipping date in a SO line

When a SO is deleted by another user

When the Manufacturing Plant is shipping goods

These alerts are based on your customer accounts and will look like shown below.

Alerts are managed by PowerTeam upon Live Deployment or requests from CSR.

4.2 How to add a customer part nr

The part nr must be set up in the item card before order entry and will apply for all orders using this item code / customer nr combination.

At the order line level, in the item nr field :

=> Right click

=> Select Go to the main table to access to the item database.

=> On the related item line, select the box and

The system display the following window :

=> Leave the default value None in the Category field

=> Account code : Table refer to one customer nr, Group to customer group

=> Customer relation : Used to specify the customer nr or the customer group

=> External Item number : To specify the customer part nr

In the description tab, you can add a special comment :

This will be visible at the order level entry in the Tab, External field :

4.3 Additional commentIf some additional comments need to be added for a customer, its possible to enter it in AX. Several different comments can be added and you can select the appropriate one when youll key in your order.

In the Hub, these comments are used to add comments dedicated to your OT Company. Itll be mainly used by the Hub Management.

4.3.1 How to record a new comment Click on and

Click on or Control + N and add your new comment in the first column, your customer account nr in the second column and then the language in the third column.

Then click on at the top right of the screen to validate.4.3.2 How to add a comment in a sales order

Click on and Chose the appropriate comment

Click on past text to add it in your sales order

Then click on to add it to your order.You can review the text selected for your order, in the tab from the sales order header.

4.4 How to handle Sales Orders on specific items 4.4.1 Non Customer product itemsService items, test cards, are not managed in the Hub. You need to use your current process : Service items used to invoice your end customer will be managed in your Legacy System until your Company migrate on AX.

Test cards : directly order to the Manufacturing Plant through the IPO

4.4.2 Proof

Proof items will be created through Product Builder and can be ordered from a sales order as any customer product item.

4.4.3 Samples (plastic proof, BAP)a/ Payment & Pay TV BAP (new product) or PRP Proof (first order) Do Not Apply For Mobile

CS create the CP (embedded card) and its serial number BAP then propagate locally the CP

SO is then placed on this CP specifying serial number as BAP with qty as required (usually 10 to 20)

Should another order line be placed at the same time for real cards you must allow sufficient delay between requested dates for customer approval

Before PCS confirm SO, alternative BOM is created by PREPROD (required module and white cards if necessary)

Then PCS confirm SO and select SubBOM on the order line

Samples are manufactured then shipped from the SO line

b/ Payment & Pay TV and Mobile Plastic Proof Plastic Proofing includes Paper Proof (BAT) origination CS create the CP (embedded card or perso card) and its serial number PLASTICPROOF then propagate locally the CP

SO is then placed on this CP with serial number as PLASTICPROOF and qty as required

Allow sufficient delay between requested dates when ordering real cards at the same time

Before PCS confirm SO, alternative BOM is created by PREPROD

Then PCS confirm SO and select SubBOM on the order line

Samples are manufactured then shipped from the SO line4.4.4 Modules

If you need to order modules Prepersonalized and delivered directly to your end customer, itll be a Customer Product module.The creation of any customer product module is centralized and managed by Matthieu Garon who is located in Vitr Plant.

To unable Matthieu Garon to create these modules, you should provide the following details :

Contact plate reference Masked component reference Prperso reference code Forecasted customer reference Generic product referenceOnce created, Vitr will confirm the customer product code to be added in the Sales Order.Important : Do not forget to add the packaging and to specify if a lamination is needed when you ordered modules to an OT Manufacturing Site. Pls refer to the user guide how to specify packaging when ordering modules to an IT Manufacturing Site.http://ozone.oberthur.com/power/home/Documentation%20POWER/How%20to%20Specify%20Packaging%20for%20modules%20in%20SO%20-%20En%20LIVE.doc4.4.5 Fulfilment

Fulfilment will be managed in the Hub only when the Manufacturing Site is Live in AX Shenzhen (008), Tewkesbury (003) or Vitr (006), otherwise youll manage it through your Legacy System.

The SO in Hub Company 100 will be raised on a customer product code. 2 types of Item Group are used for fulfillment : Xfulserv or NPPScrCd (for scratch card).4.6 How to close a Sales Order

Important : Its very important for the Manufacturing Planning Department to manage your sales order until its closed. It means that if your sales orders have been partially delivered and the outstanding quantities is no more expected, you must close the sales orders. Otherwise itll always be shown as open in the Manufacturing Plant.First, make sure a under delivery tolerance is set-up.To close a sales order, on each line to close, click on Functions button, Deliver remainder. Update quantity in the window opened:

Enter in this field the quantity that you like to cancel. Example if the quantity ordered is 350 and you want to close it after receiving 348, youll set up 2 in the deliver remainder and then cancel quantity. This means youll not expect any more quantities. V MISCELLANEOUS SEARCHES5.1 How to find a WO (work orders)Search for your sales orders then go to the specific line of the order you are interested in.

Click on boxThe system displays the following options list :

Chose Trace

The system display the following screen :

Click on

The system will show the following screen where youll click on the :

The system will show the WO, see below.

5.2 How to view an invoice from the Sales OrderTo view an invoice from a sales order, first check that the sales order status is invoiced.

Then tick on Inquiry right on your screen at order header level

Then Invoice

Show

Then select original to view it. You need first to make sure the printer lasernet is set up to get the OT specific document.

VI CREDIT NOTES

In the Hub Company 100, credit notes are managed by the Hub Manager.If you need a credit note, please raise your request by mail to the Hub Manager with the reason.

VII INQUIRIES7.1 How to check inventory levelNote : Inventory is only visible in the Manufacturing Site. No inventory is managed in Hub.

At sales order entry level, on your order line :

Click on then to check the available quantities :

A screen will show all inventory details.

7.2 Miscellaneous inquiries

Many Inquiries are available on the system under Accounts Receivable Inquiries

7.2.1 Prices

All the trade agreements (not used)7.2.2 Intercompany Orders

All the intercompany orders.7.2.3 Order Status - Open sales order lines Lines on orders that are still open

7.2.4 Backorder Lines

All overdue orders by due date

Going on to the number right click and go to the main table will take you straight into the order.

7.3 History Voided Sales OrdersA list of all sales orders or sales order lines that have been deleted. This does not show changes only deletions.

VIII - REPORTSIf you right click on fields shown in red in any report, you can automatically displayed the line. In the example below, click right on sales order nr in red, then select Sales order

The system will display the related order

8.1 Base DataAnything under base shows base information only ie customer account information, customer phone list.

8.2 Transactions Sales Order

A list of sales orders showing the packing slip update and the invoice update

Anything on a report in red allows you to right click and go to the main form.

8.3 Transactions Order Lines

This report gives you a choice of the view you would like to see. Just tick the appropriate boxes.

8.4 Transactions Order Lines not invoicedA list of all the orders not invoiced showing what has been delivered. There is also a choice of formats for this report.

8.5 Status

There are various reports under status which have different views of the sales orders.

Open Sales Orders

Open Sales Order Lines by Customer

Open Sales Order Lines by Ship Date

Open Sales Order Lines by Item

Shipped not invoicedIX ERROR MESSAGE9.1 Tax group

If you have got the following message, this means that sales tax group have not been defined either in the customer card or in the item card.

Action: Add the missing taxes in both SO (setup tab) and customer card or customer product. Company nr is visible at the bottom right

Click on Account Receivable then on Sales order details

Click here and press Control + N or

Click on

Go to the Main Table Form

Not used

Select Inquiries in the sub menu, click on the

Select Journals in the sub menu, click on the

Click on Order Acknowledgement

SalesOrder Header

Sales Order Lines

Keep unticked

Should be ticked

Date : 02/07/2015Page 33 / 67